What are the responsibilities and job description for the Branch Administrator position at USA DeBusk, LLC?
Position: Branch Administrator
Company: USA DeBusk, LLC
Status: Full Time, Non-Exempt Position
Company Profile:
USA DeBusk is a best-in-class mechanical and industrial cleaning services provider specializing in servicing the downstream energy market. We offer the full suite of maintenance and turnaround services including hydro blasting, hydro cutting, hydro excavation, chemical cleaning, PEPTM polymer extraction service, vacuum services, tank cleaning, degassing/vapor control, FCC catalyst handling and transportation, and specialty turnaround services. Founded in 2012, USA DeBusk currently has field offices in 22 cities and continues to provide services internationally.
Job Description:
The Branch Administrator is responsible for providing overall administrative support for the Branch. The Branch Administrator provides routine and complex support to different departments, and ensures all day-to-day operations are completed in a timely manner. The Branch Administrator must be able to quickly adapt to a rapidly changing environment and meet deadlines.
Responsibilities:
Project Support:
-
Quickly adapt and provide support as assigned on large projects.
- Learn Customer Systems and protocols.
- Obtain and maintain training requirements.
- Work with all levels of involvement to support administrative function, including logistic, billing, and back up for payroll entry.
Accounts Payable:
- Responsible for issuing Purchase Orders and entering POs into QuickBooks.
- Obtain approval and signatures for invoices and enter invoices into QuickBooks.
- Maintain accurate spreadsheets with POs and invoice totals.
- Reconcile expense and financial reports with account balances and other office records.
- Facilitates payment to vendors which may include verification of federal ID numbers.
- Ensuring outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
- Assists with accounting records and ledgers by reconciling monthly statements and transactions.
- Calculates and reports sales tax based on paid invoices.
- Records entry of, verifies documentation for, and distributes petty cash.
- Will establish and maintain a relationship with new and existing vendors.
- Performs other related duties as necessary or assigned.
Accounts Receivable:
- Process billing and sales activities including invoices and remitting for payment in QuickBooks; mail/email customers invoices after Salesmen/women approval.
- Run AR aging report and contact customers for payment.
- Provide Branch Manager weekly summary for AR collection issues and assist in collection activities.
- Maintain file system for customers.
- Must be able to interact with factory admins and assist in customer time collection systems.
Qualifications:
Education:
- High School Diploma or equivalent required.
Experience:
- 2 years minimum of Accounts Payables (AP) and Accounts Receivables (AR) experience.
- QuickBooks & Microsoft 365 or related software experience required.
- Purchase orders and vendor invoice entry required.
Skills:
- Ability to manage time efficiently.
- Ability to interact professionally with customers.
- Ability to enter data accurately and efficiently into computer software and systems.
- Ability to quickly learn our customers systems for large projects (CCM, Track, Arriva, etc.), and work with customers contacts to meet scheduled submittals.
- Ability to meet all daily and weekly deadlines for all departments.
- Ability to work independently in a fast-paced environment.
- Ability to perform other duties as assigned.
Physical Requirements:
- Must be able to sit at a desk while working on a computer for prolonged periods of time.
- Must be able to lift up to 15 pounds at times.
Other Requirements:
- Must pass drug and alcohol screen and all required background checks.
- Must be dependable, willing to work additional hours as required, and be team-oriented.
Salary: Salary to commensurate with experience.
This posting is not intended to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position’s scope and function.
